Sometimes HR department is compelled to do the unpleasant tasks of terminating an under – performing employee or layoff among the existing work force. Layoff or pruning the existing workforce may be essential, keeping in view the work load , job distribution and overall objective of the organisation, to keep it efficient.
In all such cases, the emotions of the affected persons must be assuaged appropriately. As a HR, you should appear to be unbiased and unprejudiced.
Following strategies may be adopted to deal with such situations.
1) Keep the element of surprise minimum
Firing of an employee should never come as a surprise. An under performing employee must be given an opportunity to improve upon his or her performance. Layoffs may be sudden, but all efforts should be made to give a fore – warning, in some pretext or the other.
2) Be truthful
If an under performing employee did not improve even after having been given ample opportunity, tell him clearly the same. In sudden lay off, support should be tried to be given for transition by way of help in searching jobs, placements.
3) Be ready to face the anger and or reactions
If somebody is terminated or laid off, it is natural to expect anger, sadness or disbelief. Be prepared for any eventuality in all such cases.
4) Hold an exit Interview
An exit interview must be held to understand and assess, what went wrong. Some of the questions which may be asked are :
What was the better way of supporting them?
What did they like about the work culture in this organization?
What are the things, which could be improved upon, in this organisation?
Appraise the top management, about the results of such, exit interviews.
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HR department is supposed to keep a pulse of the organisation.They are entrusted with the jobs of entry and exit interviews, engagement schedules and surveys, performance appraisals, strategic succession planning and several other vital issues. HR representatives have often to give critical feedback to employers or top heads of the organisation.
Following tips may help you to give critical feedback, with a view point of constructive criticism to help employees and employers both.
1) Be positive and constructive
Bear in mind that the critical feedback is not intended to put an employee in a harassing situation, but to create a conducive work environment. It is better to give specific examples than beating around the bush.
2) Give solutions
While giving critical feedback, keep in mind that it must have clear cut solutions. New ideas if any to resolve the issues, should be given.
3) De-personalise and take help of data
Be specific and avoid negative trends or comments. If somebody is a habitual absentee, provide the data of absenteeism.
4) Tell the leaders about the impact of the problem
All effort should be made to analyse the impact of the problem on the organisation and convey it to higher ups. It must be borne in mind that giving honest constructive feed back to senior leadership is an important issue and it should never be held back, or tried to be concealed. Not giving appropriate feedback may be damaging to your organisation.
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HR management functions in any organisation must be vibrant to the personal or family hardships of an employee. This is because, whatever we do, the personal hardships issues continue to crop up from time to time. These may be due to a traumatic situation in the family, loss of a close family member, a painful divorce, or even an ongoing battle with addiction.Such hardships may affect the efficiency of the concerned employee; thus, the organisation.
In all such situations, HR should try to find the most comfortable way to mitigate the personal hardships.
The following strategy may be adopted to deal with such situations.
1) Don't ask directly about the hardship
We should be always indirect and tactful in trying to know about the hardships. Though sometimes, the employees themselves come up and want the help required.
2) Listen intently
At most of the times, it has been observed that listening intently is good enough to give the moral support to employee. It mitigates their hardship.
3) Be aware of the company policies
You must be fully aware of the benefits your company offers in such specific situations.
4) Differentiate work and personal life
All efforts in this direction, should not appear to be favoritism or preferential treatment. At the same time, all this should be done in such a way as the work does not suffer.
5) Try to help
You may try to help by any of the following ways
Use their lunch time in counselling
Rearrange some of their responsibilities
Arrange advance money on promise to return it in installments
Allow sometimes to work from home.
6) How to convey the message
As a representative of the organisation, you have to strike a right balance between genuine care and corporate support. But you must realize that an employee has to accomplish the assigned task and it should not disturb the output of the organisation.
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HR management plays a vital role in communicating sensitive messages to employees.
Sometimes a situation arises, when a human resource (HR) professional has to resort to difficult conversations, keeping in view the interest of all the stakeholders viz employees ,the employers and the organisation itself.
In such a situation, HR professional should not get caught unprepared. The best option is to use the best strategic mind set along with the management techniques comprising of motivation, engagement and encouragement. Sometimes personal habits of certain employees may have an unconducive effect on the workplace. These may be: not adhering to dress code, an unpleasant body odour, use of same cloths or same type of wear repeatedly, use of alcohol before coming to office, and notable carelessness for personal appearance in the work place.
Below are given 5 steps to deal with such a situation by people of human resource management.
1) Analysis of the situation by the HR
Work privately to ascertain the facts, collect the documents or reports pertaining to problem.
2) Keep it confidential
The appropriate care must be taken not to embarrass the person concerned.
3) Don’t bring other people in the discussion
It should never be made a subject of office gossip.
4) Display true / sincere care
It should always be shown that you truly care for the well – being of the employee concerned.
5) Provide the tips to overcome improper personal habit
A one to one discussion should be held to suggest solutions to the problem, with good amount of listening, on how the employee himself will like to address it.
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Below are given the essential 4 ingredients of preparation of strategic human resource plan of your organization.
1. Clear understanding of the goals and objectives of the organization
HR manager must communicate effectively with all the stakeholders to include the overall objectives, and goals of the organization. Brain-storming and internal discussions may be quite helpful in evolving this.
Incorporation of the best practices available in successful organization
Adoption of flexible work practices
Outsourcing certain activities to reduce cost
Enhancing use of information technology
Evolving recruitment, capacity building, reward and punishment policies which are in tune with the overall goals and objective of the organization Development of work-force planning may include the following steps –
Identification of necessary level of competencies required from the employees for successful completion of the organization activities.
Forecasting the hiring needs based on the above
Evolving methodology to hire and train, as well as retain the skilled and appropriate workforce, needed by organization
Exact enunciation of the job description of employees so that it is clear, concise and to the point
Evolving a system for ensuring the timely and efficient delivery of the organization services by the employees
Adequate to and for communication between the employees and the employers about their roles and responsibilities towards the organization.
Based on the above aspects, preparation of a hand book elucidating the human resource policies of the organization, should be done.
2. Investing in human resource development
To ensure the smooth functioning of the organization activities, the employees should be quite adept in devising a comprehensive plan to train the workforce appropriately, so that their level of competencies increases.
The effort should be made to motivate them to give their best individually and in teams. An appropriate performance appraisal system must be in place, along with an award and punishment strategy.
3. Planning for Succession
An appropriate succession plan should be there so that the organization does not suffer if anyone leaves the organization. Best option is to have a rotation, as well as nurturing and development policies in plan, so that everyone knows each other's jobs.
4. Monitoring System
An effective monitoring system must be included in the plan. This will ensure the optimum performance of everyone in the organization.
Ripples Learning Services, Bangalore is conducting a program ,"Certified Human Resource Management Professional- CHRMP" .For more deatails please see the link below:
Human resource management is an extremely important facet in success or failure of an organization.
It is suggested that before reading this blog, please go through the following blogs, to have a clear understanding of how HR practices are transforming organizations and what are the qualities required in an excellent HR professional, who is able to bring out these changes.
In recent times, human resource management is undergoing through major innovations and changes in the past few years, due to rapid changes made in the style of working and also the changes in technology.
Below are given the twelve expected upcoming trends, in the field of HRM.
1.Innovations in Human Resource Management
Innovative performance management models, new learning methods, better and new way to reduce bias and innovative approaches to recruit and train people, are furnishing a new pace, synergy and dynamism to HR professionals.
People analytics is gaining ground due to its ability to produce workforce insights, talent retention and attrition control. This in turn, may help in working upon the employee needs, concerns etc.
The emphasis is slowly moving from "full timers" to “part timers”, “consultants” and “work from home” professionals.
Cloud-based HRMS (Human Resource Management System), is enabling the payroll, talent management services, financial and other ERP offerings to move to the cloud.
5.Corporate learning tools and their new breed
New learning management systems, AI based systems,Using video and other macro learning platforms like virtual reality and DIY platform are likely to give way to conventional corporate training tools.
As HR needs tools to help find people with the right capabilities and learning skill, it has to be automated. Efforts are underway to do this.
7.Distributed ledger technology
This is also known as Block chain. It has tremendous uses such as digital process management,data-heavy processes, fraud prevention and certification.
Talent websites on national and international levels are soon going to be the order of the day. This helps recruiters to find qualified people
It has been an important tool for learning and development and also to boost employee’s engagement, and team building. However, the latest trend is to use it for recruitment also.
10.Feedback tools skyrocket
There is a rising demand for real-time feedback on regular basis for employees and also for the different programs initiated by an organization.
Some feedback tools such as 15 Five, Impraise and Culture Amp are drawing attention.
A new software is being developed so that recruitment is completely bias-free. Candidates would be selected based on their actions and answers. Algorithms would be fed to calculate a candidate's likelihood to succeed in the role they apply for.
12.Measuring the effectiveness of training imparted
Till date, corporate training conducted throughout the world is assessed on the basis of feedback received from the trainees only. There is no methodology or mechanism, in the world yet, to measure the effectiveness of soft skill training imparted.
Ripples Learning Services, Bangalore has developed an entirely new methodology(software), for the first time in the world, to measure the post-training-effectiveness of the training on real-time basis.
For more information on this, please see the link below or contact us.